HVAC dispatch automation for the week the forecast hits 100
On a normal Tuesday your dispatcher can hold the board in their head. During a heat wave or the first hard freeze, they cannot. We build triage that ranks system-down calls, protects member priority, throttles tune-ups as volume climbs and matches each job to a tech with the right certification and equipment experience.
- System-down calls ranked by who is at risk
- Tune-up slots released back as emergencies climb
- Techs matched by EPA 608 type, A2L training and equipment
What breaks on an HVAC board during a surge
Every request says "not working"
A heat pump in defrost, a tripped float switch and a dead compressor all arrive as "AC not working." Dispatchers can't tell a 20-minute fix from a replacement lead.
Members wait behind everyone else
Your agreement promises priority service, but in a surge the board fills first-come, first-served, and members find out what their plan is really worth.
Tune-ups and emergencies fight for the same techs
Maintenance visits booked weeks ago hold slots that no-cool calls need, and nobody has time to move 40 appointments by hand.
What our HVAC dispatch automation does
Custom code that reads requests and your board through tools like ServiceTitan and Housecall Pro via their official APIs, or FieldEdge and Successware through the access they provide, and proposes changes for the dispatcher to accept.
System-down triage
Requests are tagged no heat, no cool, partial, water leak at the air handler, noise or maintenance, with the words that set the tag shown to the CSR.
Priority by member and household
Members, and households your staff flag as at risk in extreme heat or cold, such as elderly occupants or infants, are moved up for the dispatcher to confirm.
Heat-wave capacity throttle
When system-down volume passes the threshold you set, non-member tune-ups are proposed for rescheduling and open slots are held for emergencies.
Tech matching by certification
Jobs are matched by EPA 608 certification type, A2L training, brand experience, ductless or commercial rooftop skill, and zone.
Carbon monoxide and gas safety routing
Any request mentioning a CO alarm or gas smell triggers your safety script and an immediate task for a person. It is never placed in a normal queue.
Wait-time and reschedule texts
Customers with texting consent get honest arrival windows during a surge and reschedule offers for bumped maintenance, in wording you approve.
Requests and tools it works with
ServiceTitan and Housecall Pro
Jobs, technicians, memberships and appointments through their official APIs.
FieldEdge and Successware
Board and job data through the access each vendor provides, plus exports where access is limited.
Smart thermostat and web requests
Web forms, texts and alert emails from connected thermostats sorted into one queue.
Commercial service contracts
Rooftop unit and preventive maintenance visits kept as fixed commitments on the board.
Maintenance agreements
Bumped tune-ups go back into the next booking wave automatically.
HVAC AI agents
See every agent built for HVAC offices.
Why HVAC dispatchers stay in control
The model never diagnoses
It sorts by what the customer said. Your techs decide if a capacitor or a compressor is the problem, and nothing tells a customer what is wrong.
Member promises are kept on purpose
Priority rules come from your agreement terms, so a surge does not quietly break the response time you sold.
Refrigerant work goes to certified techs
Under EPA Section 608, refrigerant handling requires certification. Jobs likely to open the system are only suggested to techs you have marked certified.
Surge rules are tested before you need them
Thresholds and reschedule messages are replayed against past surges each spring and fall, not discovered in the middle of one.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is HVAC dispatch automation?
It triages incoming HVAC requests by system status and customer priority, manages capacity during heat waves and cold snaps, and proposes tech assignments by certification and skill for a dispatcher to approve.
How does it decide who gets bumped during a heat wave?
By rules you write: for example, non-member tune-ups move before member visits, and system-down calls for at-risk households move up. The dispatcher sees the full list before anyone is contacted.
Can it suggest simple checks before we roll a truck?
Only checks your service manager approves, like thermostat batteries or a tripped breaker, sent from your own script. It never troubleshoots beyond that or tells a customer to open equipment.
Does it know which techs can work on A2L systems?
Yes, if you record it. Each tech's 608 type, A2L training and brand experience are stored, and jobs on newer R-454B or R-32 equipment are only suggested to techs you have marked trained.
What happens when a customer reports a carbon monoxide alarm?
Your safety script is sent right away, and a person is alerted immediately to follow up. The request skips the normal queue and is never auto-scheduled.
Can it handle commercial rooftop calls alongside residential?
Yes. Commercial jobs can follow their own priority rules, contract response times and tech list, while sharing the same board with residential work.
Get the board ready before the next heat wave
Take the 2-minute AI audit and see how triage and capacity rules would have handled your busiest week.
- Replay your worst week last summer
We run requests from your busiest heat-wave week through the triage rules and compare the tags with what techs actually found.
- Record certifications and equipment skills
We load each tech's 608 type, A2L training, brand experience and zones, plus your member priority rules and surge thresholds.
- Dispatcher accepts or rejects every move
Within 2 to 4 weeks the proposed board is live, ideally before the season turns. Each dispatcher override is logged with its reason.
- Reset thresholds before each season
Before cooling and heating peaks we review the logs with you, adjust surge thresholds and tech skills, and keep it running monthly.